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Video and CCTV Security Systems

POLICY STATEMENT


It is the policy of Delta State University to manage the use of video recording and closed circuit television (“CCTV”) security systems so that safety and security is enhanced while respecting the privacy rights of the University community and the public.

DEFINITIONS


CCTV System Manager: The person(s) designated by a department who is responsible for a department’s Video Security and CCTV systems, including recording, review and recovery of recordings, and related duties.

CCTV: Closed-Circuit television is the use of video cameras to transmit a signal to a specific place, on a limited set of monitors. CCTV systems may operate continuously or only as required to monitor a particular event. CCTV video used for security purposes pursuant to this policy must always be restricted to a secure private network or Virtual Private Network (VPN) which may only be accessed by authorized persons.

IP Cameras: Internet protocol (IP) cameras which use the protocol used most by Local Area Networks (LANs) to transmit video across data networks in digital form. IP video used for security purposes pursuant to this policy must always be restricted to a secure private network or VPN which may only be accessed by authorized persons.

Video Monitoring: Real time monitoring of security video of an event that is in progress to enhance the safety and security of the event.

Video Security System: Video recording systems installed for the purpose of prevention against assault, damage, theft, unlawful entry, and other such occurrences caused by deliberate actions.

Video Surveillance: Ongoing close observation and collection of data or evidence for a specified purpose or confined to a narrow sector. This can include real time video monitoring or automated recording.

Video Security Review Committee:

A committee comprised of staff from departments that participated in the drafting of this policy who may be called upon for periodic review of the policy with regard to operational implementation and technical specification advisement to the Information Technology Governance Committee (“ITGC”).

PROCEDURES and RESPONSIBILITIES


When deploying CCTV and/or video security systems on campus, the CCTV System Manager and all individuals granted access to those systems are required to abide by the responsibilities and procedures set forth in this policy.

  • Purpose for Use of Monitoring Systems
    • The purpose of video and CCTV monitoring governed by this policy is for enhanced safety and security. Any interception, duplication, transmission, or other diversion of video and CCTV technologies for purposes other than the safety and security contemplated by this policy is prohibited.
    • Safety and security purposes include, but are not limited to:
      • Protection of individuals, including students, faculty, staff, and visitors.
      • Protection of University owned and/or operated property and buildings, including building perimeters, entrances and exits, lobbies and corridors, receiving docks, special storage areas, laboratories, and cashier locations.
      • Monitoring of common areas and areas accessible to the public, including transit stops, parking lots, public streets, and pedestrian walks.
      • Investigation of criminal activity.
      • Protection against an act of terrorism or related criminal activity.
      • Protection of Critical Infrastructure
    • Monitoring System Protocol
      • Video and CCTV monitoring and recording are required to be conducted in accordance with all existing University policies, including the Sexual Harassment Policy, the Harassment Policy, and other relevant policies. Monitoring or recording in violation of any University policy or based solely on the characteristics and classifications of individual is strictly prohibited.
      • Monitoring or recording of audio is strictly prohibited. The interception of oral communications without court authority is a violation of United States Code, Title 18, Section 2511 (“Interception and Disclosure of Wire, Oral, or Electronic Communications Prohibited”).
      • Monitoring shall be limited to uses that do not violate a reasonable expectation to privacy.
      • Cameras may be monitored in real time, but cameras may also be unmonitored while recording.
      • Violations of the responsibilities and procedures set forth under this policy may result in disciplinary action consistent with the rules and regulations governing employees of the University.
    • Monitoring System Usage Requirements
      • Signage for video and CCTV locations is required at main entrances to areas with video security, such as building entrances and elevator landing areas. The signage language should say: “This Area Subject To Video Surveillance”.
      • All new departmental video/CCTV monitoring systems governed by this policy with planned installation following the effective date of this policy shall comply with this policy including technical specifications for both IP and CCTV cameras.
      • All existing uses of video monitoring and recording shall be brought into compliance with this policy as specified in this policy.
    • Temporary installment of video/CCTV monitoring systems:
      • The University Police Chief, has the responsibility to authorize any temporary installation as deemed necessary in connection with a criminal investigation, for enhanced security for special events or as otherwise deemed necessary to enhance safety and security at the University.
    • Departments must provide stored video upon request by University Police as needed in connection with any ongoing criminal investigation, unless prohibited by law, including but not limited to the Health Insurance Portability and Accountability Act (“HIPAA”) and the Family Educational Rights and Privacy Act (“FERPA”). The University Police will be provided access to stored video on any University procured system.
    • Departments are required to maintain their video security systems in compliance with this policy.
    • The Information Technology Governance Committee (“ITGC”) may audit any department’s video/CCTV surveillance operations for policy compliance, including recording storage and retention.
    • Departments are required to retain records of all new video security components location, costs, camera descriptions, camera capabilities, make and model number in order to provide those to the ITGC, Vice President for Finance and Administration and the Vice President for Student Affairs in response to open records requests. Departments must make the best effort to assemble this information for all existing video security currently deployed.
    • All operators and supervisors involved in video surveillance are required to perform their duties in accordance with this policy.
    • All departments responsible for a video/CCTV monitoring system governed by this policy shall develop and maintain written policies and processes in place to prevent camera operators tampering with, intercepting or duplicating recorded information. Written departmental policies shall be no less stringent than this policy. To maintain the integrity of the process, Camera Control Operators who retrieve video must do so in the presence of at least one other employee according to established procedures. A University Police officer can also serve as the second person present when video is retrieved. Individuals authorized to oversee video security viewing must be listed in the department’s written video recording policy.
    • Personnel involved in monitoring and recording must be trained and supervised by their department in the responsible use of the technology and the requirements of this policy.
    • All Camera Control Operators:
      • Must be trained by their departments in the technical, legal, and ethical parameters of appropriate camera use. Training shall cover the proper operation and maintenance of department’s equipment and infrastructure.
      • Must not monitor individuals based on characteristics of race, gender, ethnicity, sexual orientation, disability, or other classifications.
      • Must not view places where people have a right to privacy, including but not limited to bathrooms, dressing rooms, locker rooms, private rooms or areas through windows.
    • Installation of cameras with audio recording capability is prohibited.
    • No video security or CCTV system may be accessible from the public internet without the use of a VPN client.
    • All systems are subject to random audits for compliance with security and retention policies.
    • Video and DVR devices are required to be included with all life safety and/or property protection systems and may only be used for crime solving.
    • A department considering the addition of video or CCTV security systems must obtain approval from the University Police and Office of Information Technology prior to proceeding.
    • Any cabling installed must be conducted with the approval of the University facilities department and the Office of Information Technology.
    • Records Retention
      • Recordings must be retained for a period no less than 14 days and not to exceed 60 days. After those time periods, recordings are required to be erased, or recorded over, unless retained as part of a criminal investigation or court proceeding (either civil or criminal) or other authorized use as approved by the appropriate Vice President.
      • Recordings must be retained in a secure location with access by authorized personnel only.
      • Departments must provide, and OIT must store, information (for open records requests) of deployed video security and CCTV on campus consisting of:
        • Department ownership
        • Authorized contacts for the system
        • Purpose of cameras
        • Location
        • Video retention periods
    • Requests for Information Obtained from Monitoring Systems
      • Information relating to ongoing criminal investigations and anti-terrorism must only be released when approved by the Chief of Police of DSUPD, in consultation with the Office of the Vice President for Student Affairs or the attorney(s) representing Legal Affairs for the University.
    • All department heads must acknowledge in writing their understanding of said policy. They are responsible for educating their units on the protocol.
    • The Police Department will maintain a master list of all video and CCTV systems on campus.

Open Records Requests for recorded video must be forwarded to the Office of the Vice President for Student Affairs and Chief Financial Officer of the University.

Lawful requests (e.g., subpoenas, search warrants) for recorded video must be forwarded to the Office of the Vice President for Student Affairs or the attorney(s) representing Legal Affairs for the University.

The Office of the Vice President for Student Affairs or the attorney(s) representing Legal Affairs for the University is responsible for reviewing and responding to all subpoenas from law enforcement to release recordings obtained through Video and CCTV monitoring.

 

Responsible Office and/or Policy Owner: Office of Student Affairs

RELATED DOCUMENTS

None

STATUS


Active

DATES(S)


Change/Review/Approval Date:

Cabinet Approval: 07/25/2016